STREET LIGHT MAINTENANCE AND REPAIR SERVICESmaringsa.org/documents/RFP 2-11-15.pdf · Request for Proposal . STREET LIGHT MAINTENANCE AND REPAIR SERVICES . 1 . Marin General Services

Request for Proposal STREET LIGHT MAINTENANCE AND REPAIR SERVICES

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Marin General Services Authority

Request for Proposal (RFP)

For

STREET LIGHT MAINTENANCE AND

REPAIR SERVICES Proposal Release Date: Thursday, F e b r u a r y 1 2 , 2015 Proposal Due Date/Time: Wednesday, M a r c h 1 1 , 2015

By 2:00pm

Deliver Proposals to: Paul Berlant Executive Officer

Marin General Services Authority 555 Northgate Drive Suite 230 San Rafael, CA 94903


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TABLE OF CONTENTS

I. Notice of Invitation

II. Project Terms and Timeline

III. Proposal and Service Provider Requirements

IV. Contract Award V. Scope of Work

VI. Terms and Conditions

Attachment 1: Streetlight Maintenance Contract Attachment 2: Performance Bond Attachment 3: Lighting Inventory Summary by Agency Attachment 4: Proposal Price Comparison Attachment 5: Street List for Night Inspections


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I. NOTICE OF INVITATION

REQUEST FOR PROPOSAL

Release Date: February 12, 2015

Due Date: Wednesday, March 11, 2015; 2:00 p.m.

Sealed Proposals will be received at the Marin General Services Authority office, located on the second floor of 555 Northgate Drive, Suite 230, San Rafael, CA 94903, by 2:00 p.m., March 11, 2015 for work described in the Request for Proposal (RFP) entitled:

STREET LIGHT MAINTENANCE AND REPAIR SERVICES At the above mentioned time, date and address, proposals to perform streetlight maintenance as described below for all streetlights located in the Cities, Towns, unincorporated areas of the County of Marin, and two Community Services Districts in Marin County will be accepted by the Marin General Services Authority. COPIES OF THE PROPOSAL PACKAGE Proposal and contract documents may be obtained at the Marin General Services Authority office, located at 555 Northgate Drive, Suite 230, San Rafael, CA 94903. The RFP and contract documents can also be downloaded from the Authority’s website, http://maringsa.org/. PROJECT DESCRIPTION The Marin General Services Authority (MGSA) is a Joint Powers Agency that was created in 2005 by the Cities, Towns and County of Marin and two Community Service Districts to offer various public services effectively and efficiently throughout the county in a uniform manner with minimal overhead expense. The MGSA is soliciting proposals for maintenance, re-lamping, and emergency repair services for street and pathway lighting in and for its Member Agencies, including the Cities of Sausalito, Belvedere, Mill Valley, Larkspur, San Rafael and Novato; the Towns of Tiburon, Corte Madera, San Anselmo and Fairfax; the Bel Marin Keys and Marinwood Community Service Districts and the County of Marin. In total the MGSA owns approximately 15,600 lights within the 13 agencies mentioned above. Each agency will manage and administer the maintenance services for lights within its jurisdiction and will select the level of service applicable in its jurisdiction. The Service Provider must be available 24-hours a day, 7 days a week to provide maintenance services to all the agencies. The work includes, but is not limited to: repair, replacement, adjustment, and maintenance of street light poles, arms, foundations, fixtures, conduit, conductors, and related parts and materials; painting of street light poles; and emergency response. In addition, the Service Provider must furnish and maintain an electronic (spreadsheet or other format which can be edited and amended) database of all lighting facilities and submit monthly maintenance reports in electronic and GIS linkable format.

http://maringsa.org/


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LICENSE CLASSIFICATION As provided in California Public Contract Code Section 3300, the MGSA has determined that at the time the proposal is submitted, the Service Provider shall possess a valid Class C-10 Contractor license. The Service Provider's failure to possess the specified license shall render the proposal as non-responsive and shall act to bar award of the contract to any Proposer not possessing said license at the time of submittal. CONTRACT BONDS The successful Proposer will be required to furnish a maintenance bond equivalent to not less than fifty percent (50%) of the contract price. REJECTION OF PROPOSALS The MGSA reserves the right to reject any or all proposals and to determine which proposal is, in the MGSA’s judgment, the most responsive and responsible proposal of a Proposer or group of Proposers. The MGSA also reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as set forth therein. Costs for developing, submitting, and presenting proposals are the sole responsibility of the Proposer and claims for reimbursement will not be accepted by the MGSA. The award of a contract pursuant to this RFP is not subject to the public contracts code.

PROPOSALS RECEIVED AFTER DEADLINE Proposals received after the time established for receiving proposals will not be considered. No Proposer may withdraw a proposal after the time established for receiving proposals or before the award and execution of the contract, unless the award is delayed for a period of ninety (90) calendar days after the date of the City's opening of proposals. COMMUNICATIONS DURING SOLICITATION PERIOD Upon release of this RFP, all communications shall be made in writing by letter or email and directed to the contact listed below. Telephone calls will not be accepted. Unauthorized contact with other MGSA staff or Agency representatives regarding this RFP may result in disqualification. Any oral communications will be considered unofficial and non-binding on the MGSA.

Mr. Paul Berlant Executive Officer

Marin General Services Authority 555 Northgate Drive

Suite 230 San Rafael, CA 94903

[email protected]

mailto:[email protected]


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II. PROJECT TERMS AND TIMELINE

Contract Term The Marin General Services Authority is seeking proposals from qualified maintenance companies to provide a comprehensive street lighting preventative maintenance and repair program for a one-year period ending June 30, 2016 with an option to extend the contract up to two (2) additional two-year terms for a total possible life of five (5) years ending June 30, 2020. Prevailing Wage In accordance with California Labor Code Sections 1770 et seq., the Proposer shall pay general prevailing rate of per diem wages to all workers employed under this contract. Termination The Service Agreement may be terminated as outlined in the Service Agreement attached. Labor Nondiscrimination The awarded Proposer shall comply with the requirements of the State of California's Standard Specification Code Section 7-1.01A (4) "Labor Nondiscrimination" under this contract. Insurance and Indemnity Requirements The selected Service Provider will be required to maintain public liability and property damage insurance with a single combined liability limit of not less than $5,000,000.00 (including automobile), for bodily injury and property damages as the result of any one occurrence. Such insurance shall be in form satisfactory to the MGSA and shall guarantee the Service Provider’s performance of the above indemnity obligation, shall be endorsed to name the MGSA as an additional named insured and PG&E as an additional named insured, insofar as this Agreement is concerned, contain a cross-liability clause, and provide that written notice shall be given to both the MGSA and PG&E at least 30 days prior to cancellation or material change in the form of such policies or endorsements. The Service Provider will provide the MGSA with duplicate originals of each of said policies and all endorsements to them respectively. It is acknowledged that the Service Provider may desire public liability and property damage insurance with limits greater than that desired by the MGSA and provided for in this Agreement. The Service Provider shall be entitled to place such additional public liability and property damage insurance into effect, as the Service Provider alone may determine subject to Service Provider paying and satisfying all obligations for premiums arising from such additional public liability and property damage insurance coverage. The selected Service Provider shall defend, hold harmless, and indemnify MGSA and its Member Agencies in any actions and from all damages arising out of the acts or omissions of it, or its authorized representatives, in the performance of its obligations under the terms of any agreement reached pursuant to this RFP. The selected Service Provider shall also be required to obtain business licenses for each of the agencies represented by the MGSA.


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Compensation for Routine and Preventative Maintenance In consideration of the furnishing by the Service Provider of the described labor, services, materials and equipment in accordance with all provisions of this Agreement, together with the appurtenances thereto, said Service Provider shall be paid by the each Agency within the MGSA on a monthly basis per maintained light at the flat rate cost in accordance with the Proposal Price Comparison at the maintenance level of service selected by each Agency. In the event that new street or pathway lights are installed, the Service Provider agrees to maintain these lights at the same flat rate and in the same manner as those covered by this Agreement upon written notification from the Agency. The flat rate for the Routine and Preventative maintenance shall include the services listed in the Scope of Work section of this RFP and at the level of service selected by the local Agency. Additional work to these items will be done on an as-needed basis either by proposal from the Service Provider or by Work Order from the Agency. All other work and repair required to maintain a fully operational lighting system shall be considered to be included as part of the routine maintenance. Compensation for Extra Work For Levels A and B Routine Maintenance, each Agency shall pay for repairs under Extra Work when such repairs are made necessary due to damage to the lighting system resulting from vehicular collisions, acts of God, or malicious damage, or for any other reason determined by the Agency. For Agencies that choose Level C Routine Maintenance, there will be no extra charge for the above items. The Service Provider shall contact the relevant Agency to obtain prior approval before such Extra Work is scheduled, or performed. The company shall verify invoiced charges, when requested by each Agency, with time cards and material invoices. Each agency may elect to solicit extra services from the Service Provider per the rate schedule (Attachment 4) to be included in the successful proposer’s contract with MGSA. Such extra services shall be conducted and will be evaluated as if they were required services under the contract which will result from this RFP. Timeliness of response and work and accuracy of record keeping, billing and quality of workmanship for extra services shall be judged under the same standards as if that work is required under the contract. Rate Price Adjustments Rates may be reviewed annually by the successful proposer and the MGSA; and rate increases may be requested in writing with detailed justification. The maximum increase in labor and/or equipment costs in any calendar year shall be whichever is less: five percent (5%) or the most recent proceeding increase in the Consumer Price Index (CPI) for the San Francisco-Oakland-San Jose Region as published by the United States Department of Labor, Bureau of Labor Statistics.


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Payment and Invoices Invoices from the selected Service Provider to the Member Agency shall be submitted no more frequently than once per month as outlined in the Request for Proposals. Invoices for Routine Maintenance for the preceding month shall be submitted by the 10th of the following month. Invoices for extra work shall be submitted upon completion and acceptance of the extra work, and under no circumstances more than 30 days after completion of work. The Agency shall make periodic payments within 30 (thirty) days of receiving and approving an invoice in proportion to the satisfactory completion of the Company’s work. Invoices submitted more than six months after completion of service will be paid at a fifty percent (50%) discount to the Agency. Termination of Contract Specific contract termination language will be included in the agreement between the selected Service Provider and MGSA. In this regard, note, MGSA intends to reserve the right to terminate the services agreement if the selected Service Provider fails to perform required duties in a timely manner or is unresponsive to Member Agency- requests for service. Schedule The expected schedule for procurement is as follows:

Release of Request for Proposal February 12, 2015 Last Day to Submit Questions March 4, 2015 Proposal Responses Due March 11, 2015; 2:00 p.m. Interviews (if Necessary) April 2015 Contract Award May 2015 Contract Commencement July 1, 2015


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III. PROPOSAL AND SERVICE PROVIDER REQUIREMENTS

The Proposal must be complete and typed on 8.5” x 11” paper. Additionally, an electronic version (pdf is acceptable) must be submitted (may be via email) by 2:30 p. m. March 11, 2015. Submit one original (clearly marked “Original”) and five copies of the Proposal. The Proposal shall include the following:

1. A complete description of the Company including its licenses, work history, organizational structure, equipment, yard/office facilities, and number of employees.

2. A Statement of Qualifications, which shall provide sufficient information about Company and staff experience so as to allow the MGSA to ascertain whether the proposer has the financial, organizational, and technical wherewithal to properly serve the individual agencies and the inventory of streetlights pertaining to this RFP. MGSA expects the following levels of experience to be reflected in the minimum staff qualifications to be included in the proposal: Project Manager, three years; Maintenance Supervisor, five years; Quality Control Manager/Principal in Charge, 10 years.

3. The approach the company will use to achieve the Project Objectives, based upon the MGSA’s outline of services set forth in this RFP. The approach shall describe the proposed equipment and tools to be used, the positions of employees and the roles they will play in fulfilling the Service Provider’s obligations under this proposal.

4. A description of all the components of services, the work product to be provided by the Proposer, how the Proposer will accomplish each service identified in the Scope of Work included in this RFP, and the expected time of completion for each component.

5. A description of the Proposer’s Quality Control Program. 6. A description of how the Proposer will address warranty work for products installed by

others. Some of the Member Agencies may choose to select a “Unit Rate” payment schedule for energy efficient lighting fixtures.

7. A description of how the Proposer will update the lighting database and coordinate all updates with the various stakeholders.

8. A completed Proposal Price Comparison form, included as Attachment 4 to this RFP. 9. Any other information the Proposer believes to be relevant to this RFP. 10. Agreement; the successful Proposer will be required to negotiate and then adhere to the

provisions, terms, and conditions of a Services Agreement drafted by MGSA.

Proposal Due Date/Time: Wednesday, M a r c h 1 1 , 2015 by 2:00pm, electronic version by 2:30 pm, March 11, 2015.

Deliver Proposals to:

Attention: Mr. Paul Berlant Executive Officer

Marin General Services Authority 555 Northgate Drive

Suite 230 San Rafael, CA 94903


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Conformance to Proposal Requirements Proposals shall conform to the requirements of this RFP. All requested attachments shall be submitted with the completed Proposal and in the designated format. Failure to comply with all requirements may result in proposal rejection. Interpretation of Request for Proposal and Addenda Should a Proposer discover conflicts or ambiguities in the RFP that require a decision or explanation, the Proposer may request an interpretation. Such a request shall be made in writing and delivered to the person identified on the cover page of this Request for Proposals no later than seven (7) calendar days (March 4, 2015) before the deadline for receipt of proposals. Every interpretation made to Proposers shall be in the form of a written Addendum. Addenda, if issued, will be posted on the Marin General Services Authority website, http://maringsa.org/. Only properly issued Addenda shall be binding upon the MGSA; any oral and/or other form of interpretation or clarification will have no legal or contractual effect. Proposers shall acknowledge the receipt of Addenda on the Proposal Form. Project Pricing Proposal pricing shall be complete, including all costs for labor, supervision, methods or processes, implements, tools, machinery, equipment, transportation and materials required to complete the work described in this Request for Proposals. Non-Collusion Certification By submitting a proposal, proposer is certifying that it has not directly or indirectly been collusive with any other proposer in the preparation and submission of the proposal. If at any time it shall be found that the proposal to whom a contract has been awarded has, in presenting the proposal, colluded with any other party or parties, said proposer shall be liable to the MGSA for any loss or damage which the MGSA has or may suffer as a result of the collusive activity, including, but not limited to, the cost of advertising and awarding a new contract. Addenda Proposers shall indicate the number and date of all addenda received. Signature Proposers shall be signed by an authorized representative of the proposer.

http://maringsa.org/


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Service Provider Requirements The Street Light Maintenance Service Provider shall:

1. Possess a valid California State Contractor’s C-10 License throughout the contract

term, including extensions, if any, and shall be experienced performing similar services of similar scope for other public agencies.

2. Have the ability to maintain the equipment, personnel, and infrastructure necessary to maintain the MGSA’s approximately 15,600 street, parking lot and pathway lighting throughout the contract term.

3. Provide a toll free phone number and website to allow the local agencies and general public to make service requests directly to the Service Provider.

4. Have qualified and experienced personnel and equipment available to respond to reports of streetlight outages and diagnose and/or repair the malfunction within the time requirements outlined in the executed Agreement.

5. Have the ability to create and update MGSA’s GIS mapping system, including unique identifiers of each asset attribute of the lighting system in a form that is usable by and acceptable to the MGSA, its Member Agencies, and the MarinMap county-wide GIS program (See www.marinmap.org)

6. Have an online Work Order Management system that allows agencies to remotely check on the status of their service requests, download historical maintenance reports and their street light database via a secure website portal. For those that may not have a website accessible Work Order Management system, they must demonstrate the ability to implement an accessible system within thirty (30) days of contract execution.

7. Have or establish, within sixty (60) days of award of contract, adequate shop and storage facilities within Marin County. This facility shall house the necessary staff, materials and equipment for the lighting maintenance program for the Marin General Services Authority as outlined in this RFP.

8. Obtain and maintain business licenses from each of the MGSA’s Member Agencies as required by that Agency throughout the term of this Agreement.

Key Personnel Any and all persons identified in this Proposal performing work hereunder are deemed by the MGSA to be key personnel whose services were a material inducement to the MGSA to enter into an Agreement pursuant to Proposal, and without whose services the MGSA would not have accepted this Proposal. The company shall not remove, replace, substitute, or otherwise change any key personnel without the prior written consent of the MGSA.

http://www.marinmap.org/


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IV. CONTRACT AWARD

If awarded, the contract award will be made to the best qualified Streetlight Maintenance Company whose proposal offers the best value to the Marin General Services Authority. The acceptance of a proposal shall be evidenced by a written contract delivered to the successful proposer for execution. Reservations The MGSA reserves the right to:

1. Postpone the date and time announced for receipt of proposals by issuance of an Addendum at any time prior to the deadline for receipt of proposals.

2. Reject any proposal that is conditional in any way or that contains erasures, items not called for, items not in conformity with applicable law, changes, additions, alternate proposals, or modifications to the Proposal Price Comparison Form.

3. Make any investigations deemed necessary to determine proposer’s ability to satisfactorily meet the MGSA’s requirements.

4. In the event that only one (1) proposal is received in response to this Request for Proposals, require the sole proposer to submit cost or pricing data to assist in determining if the price is reasonable.

5. Waive minor defects or irregularities in any proposal, provided that the discrepancy does not affect the proposal amount or give the proposer an advantage over others.

6. Request a Best and Final offer. 7. Conduct interviews. 8. Reject any or all proposals.

Evaluation Criteria Proposals will be evaluated based on the following criteria:

1. Qualifications and Financial Stability of the Proposer. 2. Appropriateness and qualifications of the personnel, experience, training,

certifications. Project Manager, Equipment, and facilities, etc. 3. Quality of the Proposal. 4. References regarding the Proposer’s responsiveness to customer requirements,

compliance with the contract terms, conditions, and work quality. 5. Cost Effectiveness.


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V. SCOPE OF WORK

General In general, the work to be done consists of providing preventative and routine street and pathway light maintenance and emergency services for the street and pathway lights within Marin County and keeping and maintaining electronic database (Excel or similar) and maintenance records linkable via GIS. The Streetlight Maintenance Service Provider shall have available and readily accessible all required tools, equipment, apparatus, facilities, and material to perform all work necessary to maintain the lighting systems. The Service Provider shall provide qualified personnel to perform regular preventive field maintenance and perform emergency repairs on street and pathway lights in Marin County. The work force of qualified employees shall be sufficient to respond to emergency calls that may be received from time to time and to promptly make temporary and permanent repairs. Although MGSA will enter into the contract with the successful Proposer, each Agency shall receive consideration by the Company as if that Agency were a distinct and primary client of the Company. Meetings The Service Provider and any of its staff shall be available to meet, when deemed necessary, with Agency staff at a mutually agreed upon time and place to review maintenance activities, operational and timing activities, pending work, estimates, work quality, and any items related to Service Provider’s work under this contract. It is anticipated that there will be a kick-off meeting following contract execution. Goals of the kickoff meeting include identifying the key contact person for each local agency and the Service Provider and to review the Scope of Work, terms and any outstanding questions. It is anticipated that there will be a regularly scheduled stakeholder meeting on a bi-monthly basis to review progress and discuss any outstanding issues. A management staff member of the Company shall also be available to attend periodic Marin Public Works Association (MPWA) meetings as requested by MPWA or MGSA. Routine Maintenance There will be three (3) separate categories (Levels of Service) of Routine Maintenance. Each Agency within the MGSA will notify the Service Provider of their selected Level of Service prior to execution of this Agreement. The Agency may not select more than one Level of Service within their jurisdiction at any given time. However, each Agency may change their selected Level of Service up to one time per year. The Agency must provide the Service Provider written notice of the change in Level of Service a minimum of sixty (60) days in advance of the change taking effect. In general, routine maintenance consists of replacing defective parts of street lights, park/ pathway lights, parking lot lights, and other miscellaneous MGSA owned lights, and/or


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otherwise maintaining the lights to keep them in full operation. The Service Provider shall repair, replace or otherwise render in good working order any and all defective parts of the street, park and pathway lights as part of the flat rate monthly cost, regardless of the number of Service Requests received at each location. The Service Provider shall furnish all tools, equipment, apparatus, facilities, labor, services and materials, and perform all work necessary to maintain in good workmanlike manner all MGSA lights.

Safety lighting (where the safety light is on the same pole as a traffic signal), is excluded from this contract. Level A Routine Maintenance includes repair of a street, parking lot or pathway lights consisting of furnishing a qualified lighting maintenance technician (or technicians) and a service vehicle, removing and replacing any one or combination of lamp, lens, photocell, ballast, or igniter, etc. Removing and replacing damaged or missing street light pole numbers in conformance with PG&E and local agency standards. Level B Routine Maintenance includes the entire Scope of Work that Level A Routine Maintenance includes, plus replacement of the entire lighting fixture at no extra charge to the Agency. Level C Routine Maintenance includes the entire Scope of Work that Level B Routine Maintenance includes, plus emergency responses (during both standard and non-standard business hours) and replacement of the entire pole, arm and foundation as necessary due to an accident, or act of God. Replacement due to deterioration is not the responsibility of the Service Provider. Level D Routine Maintenance represents a minimum level of service. Level D includes the Service Provider performing telephone dispatch services, night time inspections, database management, reporting and being on call for repairs as needed. Level of Service D is to be compensated via combination of a minimal fixed price for the Service Provider being on call and a separate unit price for each service request responded to. Tree Trimming While on site for the routine repairs, Service Provider shall assist in creating clear visibility of light, by trimming trees/branches/etc. under and around the light up to three feet maximum around the light fixture. The Service Provider shall report to the Agency locations where the three foot clearance appears to be inadequate for allowing light to be seen on the ground and seek approval or direction on additional trimming from the Agency representative. Requests by Agencies for separate stand-alone tree trimming services are not included in the fixed rate Routine Maintenance service and will be compensated on a time and material basis as included on the Proposal Price Comparison.


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Response Time The maximum response time to repair a malfunctioning or otherwise non-operating street or pathway light shall be seven (7) calendar days. It is understood and agreed that failure on part of the Service Provider to respond within seven days, the Service Provider agrees to pay to the Agency, not as a penalty but as liquidated damages, the amount of fifty dollars ($50.00) per day late to arrive. This amount is to be deducted from any payment due, or to become due, to the Company. Night Inspections The Service Provider shall perform night checks during non-daylight hours on arterials and thoroughfares and within business districts within each Agency on a monthly basis and once per calendar year on rural, industrial and residential streets. The Service Provider shall provide personnel equipped for night time detection of inoperative lights. No additional payment will be made for night inspections. The Service Provider shall provide monthly reports to each agency, including tabular and mapped results of the inspections. The monthly reports shall be provided in both a hard and electronic formats, and shall include an automated GPS program, that positively identifies the specific dates, times and locations where the inspections occurred (breadcrumbing). The report shall include a list of the outages found, and the dates they were repaired or work is in progress. The inspection shall also note special circumstances such as occasions where lights may be missing due to knockdowns, or blocked by foliage. To see arterials and thoroughfares which will be the subject of Night Inspections see Attachment 5. Proposers may consult www.marinmap.org to download the Road data from the MarinMap website. At the Home Page, go to “GIS Data Download,” “Accept” disclaimer, scroll down to “Transportation,” select “Road,” open “road.dbf” in excel or other database program, and under “Functional,” sort to and select “A,” “AS,” and “C.” Member Agencies shall provide the Service Provider with a list of thoroughfares and business districts within each agency as well lights that are programmed to be non-operational during certain times of the night. The list shall include the fixture location and the details regarding the times that the light is programmed to be non-operational. Vandalism The Service Provider shall only be liable for the repair or replacement of equipment destroyed by vandalism, for up to two repairs per light location within each 12-month period. The Service Provider is not liable for repairing or replacing stolen wire. Call Center The Service Provider shall maintain a Call Center staffed by local personnel during the business hours of 8:00 am to 5:00 pm, or as otherwise negotiated. The Call Center shall have a toll free telephone number that is operational 24 hours a day, 365 days a year. The Call Center shall have trained employees who are intimately familiar with all of the MGSA’s communities and the Company’s contractual obligations under this Agreement. Call Center staff shall have knowledge of the geography of the Agencies to be able to find the location of the street light



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equipment and effectively communicate information from the requestors to the Company’s technicians. During times other than regular business hours, the Service Provider’s Call Center may utilize an Answering Service, provided that the Answering Service has all the necessary knowledge of emergency procedures relevant to each Member Agency. The Service Provider shall provide to MGSA its written “Instructions for Emergency Procedures” within 30 days of contract execution. The Answering Service shall communicate relevant information concerning an emergency, including location and nature of the emergency and expected response time and Technician name and contact number. The individual Agencies may choose to publicly list the Call Center phone number or a Company email for members of the public to directly report outages or standard Service Requests to the Service Provider. Whether the Service Request notification originates from the MGSA, the Agency or a party or person other than an Agency, the Call Center shall provide the same level of service. Inventory (Materials on hand) The Service Provider shall maintain an inventory, including, but not limited to, lamps, photoelectric cells, poles, fixtures (inclusive of HPS, LED and Induction technology), ballasts, starters, conduit, cable, boxes, covers and related materials suitable to maintain the street light system in accordance with this RFP. Standard equipment included in this agreement includes the following:

• Fixtures – Cobra, Town and County, Style King, Lantern, Beta LED, GE LED, Leotek and US Lighting Induction products.

• Poles : Current Caltrans standard Type 15 single and double, with mast arms up to 12 feet; 12ft., 14ft. and 16 ft. tall spun aluminum tapered poles with a maximum of an 8” triangular base plate; 12ft. and 16ft. tall Charleston model poles as manufactured by Holophane fluted and smooth, non-tapered (painted black or dark green), inclusive of foundations.

Other decorative poles, fixtures or ornaments are excluded from Level of Service A and B flat rate fees. Level of Service C rates include replacing other poles, fixtures or ornaments with the standard fixtures or poles as listed above as directed by the Agency. PG&E owned utility poles (but not the MGSA owned arms and fixtures on those poles) and poles that have traffic signals on them are excluded from this Agreement. Replacement equipment shall be manufactured by reputable suppliers, such as General Electric, McGraw Edison, Holophane, etc., and are subject to approval by the Agencies. Emergency Work Upon occasion, the Service Provider will be called to respond to accident sites, disconnect power, secure the site for public safety, take down damaged poles or pick up a knocked down light. The Service Provider shall furnish a price for performing this work both during normal working hours and during weekends, holidays, or other off-hours. (Except for Level of Service


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C, where emergency response is included in the flat rate.) The response time for emergency calls shall be two (2) hours, as these often represent dangers to public safety. The Service Provider shall also furnish a price for reinstalling knockdowns with like materials. The Service Provider shall cooperate with the respective Member Agencies’ Police Department, Fire Department and Public Works Department, etc. as necessary in cases of emergency. New Street and Pathway Light Installations Upon notification of acceptance by the Agency, the Service Provider shall maintain any additional street and pathway lights as they are installed, or become a part of the maintenance requirements of the Agency at the same costs as the existing lights. Warranty Service During the period of warranty, of new or existing equipment, the Service Provider is required to make all communications between manufacturer, installing Contractor and the Agency regarding warranty service. The Service Provider shall notify the Agency of any undue delays in response by the manufacturer or installing Contractor and details of each incident. Extra Work If requested, the Service Provider shall Locate and Mark, install, modify and/or upgrade street and pathway lights. Locate and Mark services shall be completed within 48 hours of receipt of the request and in compliance with Northern California Underground Service Alert procedures. All additional work shall be performed to the satisfaction of the Agency. Underground wiring, conduit etc., shall be included in Locate and Mark assignments. No additional work shall be commenced or undertaken by the Service Provider unless and until the same is authorized in writing by the Agency. Said written authorization is a condition precedent to the Service Provider’s entitlement to reimbursement. Additional work shall be performed in accordance with the Standard Plans and Standard Specifications (current) for the State of California, Department of Transportation and the Agency where the work is being performed. This work shall be performed within a time limit established by the Agency and at the mutually agreed upon price and schedule. Each Agency shall retain the right to perform any additional work by use of Agency forces or, in the alternative, other company(s). Database The Service Provider shall develop and maintain an electronic database of streetlight (and related appurtenances, including underground facilities) attributes and maintenance records. Upon execution of the Streetlight Maintenance Contract, the MGSA will provide the Service Provider with an electronic database of each Member Agency’s street lighting system. The database will include information such as pole location (address, cross street and GPS


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coordinates) and type, fixture wattage and type, and repair history. The Service Provider shall maintain and continually update the database as service calls are received and responded to, as lights are added or deleted and as information is obtained. The Service Provider shall coordinate with MGSA, the jurisdiction within which the update applies, PG&E and MarinMap as necessary to provide up to date street light system data. Proposers may consult www.marinmap.org which provides the geospatial base for placing GPS data from the inspections as well as the inventory requirement noted above. MarinMap's coordinate system, California State Plane NAD83 HARN, is to be used. As part of the database process, the Service Provider shall develop a GPS survey of each streetlight pole to be geo-referenced to MarinMap’s mapping data and included in the database requirement specified herein. The accuracy of the GPS work shall be to the nearest one (1) meter. The existing MGSA database is provided for background use. The Service Provider shall work with MarinMap and its contractors, as needed, to assist MarinMap in modifying the MarinMap data base, upon receipt of notification of a new or removed streetlight. The Service Provider shall provide the updated information to the stakeholders within ten business days of receipt of the update, regardless of whether the request or update information comes from MarinMap, the effected Agency, PG&E, or the Service Provider themselves. The proposal shall identify how the Service Provider will provide updates to stakeholders. The Service Provider shall keep separate maintenance records in an electronic format which can be linked to the streetlight database. The maintenance records must have a unique, permanent identification that matches the identification used in the streetlight database. Consultation and Qualifications At no added expense to the MGSA or Agencies, the Service Provider shall designate representatives in the organization, one of whom shall be available during business hours to the MGSA and its’ Member Agencies for consultation. This consultation may consist of cost estimates for street lighting repairs, accident damage repairs, and replacement of obsolete or deteriorated equipment, explanations of functional capabilities recommendations on anticipated changes in the street lighting systems. The Service Provider shall have access to qualified engineering or technical personnel capable of and available for, maintenance and overhaul work on the street lighting systems. The Service Provider must also have as part of the workforce personnel having a minimum of five (5) years of street light maintenance experience either in Marin County or for a minimum of two (2) public agencies with a similar number of lights as the MGSA. Reporting The Service Provider shall furnish complete documentation pertaining to lights worked on by the Company during the last payment period on a monthly basis. The reports shall be in electronic, tabular form (i.e., spreadsheet). The reports shall be created for each Member Agency within the MGSA and shall be sent directly to each Member Agency by the 10th of the month. The Service Provider shall prepare and maintain an easily accessible web-based tracking



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system which shall provide the data required below and which may be tracked in MarinMap or an agency’s local data base. The Service Provider shall develop a tracking system which can be linked to MarinMap, utilizing the unique identifiers for each asset. At a minimum, the monthly reports shall include the following:

1. A call log listing each call, email, fax or internally generated service request

received, the name of the caller, if given, the date of the call, the outage or other problem reported by the caller, and the location of the outage or other problem reported by the caller.

2. Number of service requests called in during the period encompassed by the report, the response time and date, and subsequent repair or status of each request.

3. List of service requests outstanding as of the date of such report. 4. Map of monthly GPS tracked night inspection. 5. A current summary of the Agency’s streetlight inventory, by fixture type and

wattage. Street Light knockdowns, or other significant issues, such as multiple outages, or dig-ins shall be reported to each Agency within 24 hours of learning of the issue, to receive authorization to repair, or direction on how to proceed. Quality Control Program The Service Provider shall prepare and maintain a Quality Control Program that addresses both the technical and customer services aspects of the Agreement. At a minimum, the Quality Control Program shall identify a person responsible for the overall timeliness and quality of the street light maintenance services being provided. The Quality Control Program shall provide notice regarding the services performed under this contract, responses to calls for service, disposition of service, and quantitative measures of performance.

VI. TERMS AND CONDITIONS

Service Agreement The terms and conditions, which apply to this RFP shall be those set forth in the attached Service Agreement (Attachment 1).


19

ATTACHMENT 1

SERVICE AGREEMENT Attached

http://www.maringeneralservicesauthority.com/documents/ATTACHMENT%201%20SL%20Maintence%20Contract%202%2011%2015.pdf

http://www.maringeneralservicesauthority.com/documents/ATTACHMENT%201%20SL%20Maintence%20Contract%202%2011%2015.pdf


ATTACHMENT 2

PAYMENT-LABOR AND MAINTENANCE BONDS To be provided by Service Provider at time of contract execution


ATTACHMENT 3

LIGHTING INVENTORY BY AGENCY

Quantity of Lights Current Agency HPS LED Induction Other Total Maintenance

Level of Service

Bel Marin Keys CSD 144 144 B Belvedere 157 157 B Corte Madera 760 760 A Fairfax 551 48 599 A Larkspur 634 142 4 780 A Marin County 286 1656 4 1946 B Marinwood CSD 42 245 287 A Novato 2354 1413 157 3924 A Mill Valley 810 810 A San Rafael Parking Lots 217 217 B San Rafael Street Lights 3588 686 113 4387 B San Anselmo 25 482 163 1 671 C Tiburon 278 278 C Sausalito 40 270 340 650 A Total 9525 4944 305 836 15610 Notes:

1. Other = Metal Halide, Mercury Vapor or Incandescent 2. The majorities of the Energy Efficiency lights LED or Induction lights were installed

between 2010 and 2013 and typically have a 5 to 7 year full materials warranty. 3. For MGSA streetlights which are located on PG&E poles, the MGSA is responsible for the

mast arm, fixture, riser and conductor cable powering the light. PG&E is responsible for the pole.

4. Source: Current Service Provider database, as updated by Member Agencies


ATTACHMENT 4

PROPOSAL PRICE COMPARISON TABLES

http://www.maringeneralservicesauthority.com/documents/ATTACHMENT%204%20Proposal%20Price%20Comparison.pdf


ATTACHMENT 5 Road List for Night Inspections

Street Name City Beach Rd Belvedere Golden Gate Ave Belvedere Laurel Ave Belvedere Oak Ave Belvedere San Rafael Ave Belvedere Casa Buena Dr Corte Madera Corte Madera Ave Corte Madera Fifer Ave Corte Madera Koch Rd Corte Madera Lucky Dr Corte Madera Madera Blvd Corte Madera Meadowsweet Dr Corte Madera Paradise Dr Corte Madera Redwood Ave Corte Madera Redwood Hwy Corte Madera San Clemente Dr Corte Madera Sanford St Corte Madera Tamal Vista Blvd Corte Madera Tamalpais Dr Corte Madera Wornum Dr Corte Madera Bolinas Rd Fairfax Bothin Rd Fairfax Broadway Fairfax Cascade Dr Fairfax Center Blvd Fairfax Creek Rd Fairfax Cypress Dr Fairfax Dominga Ave Fairfax Forrest Ave Fairfax Frustuck Ave Fairfax Glen Dr Fairfax

Hickory Rd Fairfax Hillside Dr Fairfax Laurel Dr Fairfax Manor Rd Fairfax Marin Rd Fairfax Marinda Dr Fairfax Meernaa Ave Fairfax Olema Rd Fairfax Pine Dr Fairfax


Porteous Ave Fairfax Redwood Rd Fairfax San Gabriel Dr Fairfax Scenic Rd Fairfax Sir Francis Drake Blvd Fairfax Spruce Rd Fairfax Willow Ave Fairfax Bon Air Rd Larkspur College Ave Larkspur Doherty Dr Larkspur E Sir Francis Drake Blvd Larkspur Magnolia Ave Larkspur Redwood Hwy Larkspur Sir Francis Drake Blvd Larkspur Wornum Dr Larkspur Buena Vista Ave Mill Valley Camino Alto Mill Valley Carmelita Ave Mill Valley Corte Madera Ave Mill Valley Del Casa Dr Mill Valley E Blithedale Ave Mill Valley Edgewood Ave Mill Valley Elm Ave Mill Valley Locust Ave Mill Valley Lomita Dr Mill Valley Lovell Ave Mill Valley Miller Ave Mill Valley Molino Ave Mill Valley Montford Ave Mill Valley Nelson Ave Mill Valley Redwood Hwy Frontage Rd Mill Valley Roque Moraes Dr Mill Valley Summit Ave Mill Valley Sycamore Ave Mill Valley Throckmorton Ave Mill Valley Vasco Dr Mill Valley Vasco Dr Mill Valley Vasco Dr Mill Valley Vasco Dr Mill Valley W Blithedale Ave Mill Valley Alameda de la Loma Novato Alameda del Prado Novato Arthur St Novato Atherton Ave Novato Bahia Dr Novato Bel Marin Keys Blvd Novato


Bolling Cir Novato Bugeia Ln Novato Center Rd Novato De Long Ave Novato De Long Ave Novato Diablo Ave Novato Diablo Ave Novato Digital Dr Novato Eucalyptus Ave Novato Fairway Dr Novato Fourth St Novato Grant Ave Novato Hamilton Pkwy Novato Hamilton Pkwy Novato Hangar Ave Novato Hanna Ranch Rd Novato Hill Rd Novato Ignacio Blvd Novato Indian Valley Rd Novato Lamont Ave Novato Machin Ave Novato Maybeck St Novato McClay Rd Novato Novato Blvd Novato NWP RR Novato Olive Ave Novato Palmer Dr Novato Redwood Blvd Novato Reichert Ave Novato Rowland Blvd Novato Rowland Way Novato S Novato Blvd Novato S Palm Dr Novato San Carlos Way Novato San Marin Dr Novato San Pablo Ave Novato San Pablo Ave Novato Seventh St Novato Simmons Ln Novato Sunset Pkwy Novato Sutro Ave Novato Tamalpais Ave Novato Vallejo Ave Novato Vineyard Rd Novato Vintage Way Novato Wilson Ave Novato


Wood Hollow Dr Novato Bolinas Ave Ross Lagunitas Rd Ross Laurel Grove Ave Ross Poplar Ave Ross Ross Common Ross Sir Francis Drake Blvd Ross Upper Rd Ross Angela Ave San Anselmo Arroyo Ave San Anselmo Austin Ave San Anselmo Blackhawk Dr San Anselmo Bolinas Ave San Anselmo Broadmoor Ave San Anselmo Butterfield Rd San Anselmo Caleta Ave San Anselmo Camino de Herrera San Anselmo Cedar St San Anselmo Center Blvd San Anselmo Forbes Ave San Anselmo Forrest Ave San Anselmo Greenfield Ave San Anselmo Hilldale Dr San Anselmo Humboldt Ave San Anselmo Indian Rock Rd San Anselmo Kensington Rd San Anselmo Madrone Ave San Anselmo Miracle Mile San Anselmo Miwok Dr San Anselmo Oak Ave San Anselmo Oak Springs Dr San Anselmo Pasadena Ave San Anselmo Red Hill Ave San Anselmo Ross Ave San Anselmo Rutherford Ave San Anselmo San Anselmo Ave San Anselmo San Francisco Blvd San Anselmo Santa Barbara Ave San Anselmo Santa Cruz Ave San Anselmo Saunders Ave San Anselmo Scenic Ave San Anselmo Sequoia Dr San Anselmo Sequoia Dr San Anselmo Sir Francis Drake Blvd San Anselmo Suffield Ave San Anselmo Sunnyside Ave San Anselmo


Tamalpais Ave San Anselmo The Alameda San Anselmo Tomahawk Dr San Anselmo Woodside Dr San Anselmo 2nd St San Rafael 3rd St San Rafael 4th St San Rafael 5th Ave San Rafael A St San Rafael Andersen Dr San Rafael B St San Rafael Balboa Ave San Rafael Bellam Blvd San Rafael C St San Rafael Civic Center Dr San Rafael Court St San Rafael D St San Rafael Del Ganado Rd San Rafael Del Presidio Blvd San Rafael Du Bois St San Rafael E St San Rafael Elizabeth Way San Rafael Fairhills Dr San Rafael Forbes Ave San Rafael Francisco Blvd E San Rafael Francisco Blvd E San Rafael Francisco Blvd W San Rafael Golden Hinde Blvd San Rafael Grand Ave San Rafael Greenfield Ave San Rafael H St San Rafael Highland Ave San Rafael Irene St San Rafael Jewell St San Rafael Kerner Blvd San Rafael Knight Dr San Rafael Las Gallinas Ave San Rafael Las Pavadas Ave San Rafael Lincoln Ave San Rafael Lindaro St San Rafael Lochinvar Rd San Rafael Los Gamos Dr San Rafael Los Ranchitos Rd San Rafael Lucas Valley Rd San Rafael Manderly Rd San Rafael Manuel T Freitas Pkwy

San Rafael


Marina Blvd San Rafael McInnis Pkwy San Rafael Medway Rd San Rafael Merrydale Oc San Rafael Merrydale Rd San Rafael Mission Ave San Rafael Mitchell Blvd San Rafael Montecillo Rd San Rafael Montecillo Rd San Rafael N San Pedro Rd San Rafael Northgate Dr San Rafael Nova Albion Way San Rafael Point San Pedro Rd San Rafael Professional Center Pkwy San Rafael Racquet Club Dr San Rafael Redwood Hwy San Rafael Rice Dr San Rafael Riviera Dr San Rafael San Pablo Ave San Rafael Smith Ranch Rd San Rafael Sterling Way San Rafael Tamalpais Ave San Rafael West End Ave San Rafael Woodland Ave San Rafael Alexander Ave Sausalito Anchor St Sausalito Atwood Ave Sausalito Bay St Sausalito Bridgeway Sausalito Bulkley Ave Sausalito Caledonia St Sausalito Cazneau Ave Sausalito Crescent Ave Sausalito Currey Ave Sausalito Filbert Ave Sausalito Gate 5 Rd Sausalito Girard Ave Sausalito Glen Dr Sausalito Harbor Dr Sausalito Humboldt Ave Sausalito Johnson St Sausalito Main St Sausalito Marinship Way Sausalito Monte Mar Dr Sausalito Nevada St Sausalito Richardson St

Sausalito


Rodeo Ave Sausalito San Carlos Ave Sausalito Santa Rosa Ave Sausalito Sausalito Blvd Sausalito Second St Sausalito South St Sausalito Spencer Ave Sausalito Spring St Sausalito Third St Sausalito Woodward Ave Sausalito Avenida Miraflores Tiburon Beach Rd Tiburon Blackfield Dr Tiburon Centro East St Tiburon Centro West St Tiburon Diviso St Tiburon Geldert Dr Tiburon Hilary Dr Tiburon Lyford Dr Tiburon Main St Tiburon Mar West St Tiburon Paradise Dr Tiburon Reed Ranch Rd Tiburon Ridge Rd Tiburon Rock Hill Rd Tiburon Rowley Cir Tiburon San Rafael Ave Tiburon Solano St Tiburon Stewart Dr Tiburon Tiburon Blvd Tiburon Trestle Glen Blvd Tiburon Vistazo West St Tiburon 1st St Unincorporated Alameda de la Loma Unincorporated Alameda del Prado Unincorporated Alameda del Prado Unincorporated Almonte Blvd Unincorporated Angela Ave Unincorporated Atherton Ave Unincorporated Auburn St Unincorporated Bear Valley Rd Unincorporated Bel Marin Keys Blvd Unincorporated Belvedere Dr Unincorporated Bolinas Rd Unincorporated Bon Air Rd Unincorporated Bothin Rd

Unincorporated


Bugeia Ln Unincorporated Butterfield Rd Unincorporated College Ave Unincorporated Crest Rd Unincorporated Dillon Beach Rd Unincorporated E Blithedale Ave Unincorporated E Sir Francis Drake Blvd Unincorporated E Strawberry Dr Unincorporated Eliseo Dr Unincorporated Fairfax Bolinas Rd Unincorporated Harbor Dr Unincorporated Hicks Valley Rd Unincorporated Indian Valley Rd Unincorporated Kent Ave Unincorporated Las Gallinas Ave Unincorporated Laurel Grove Ave Unincorporated Lomita Dr Unincorporated Los Ranchitos Rd Unincorporated Lucas Valley Rd Unincorporated Marina Blvd Unincorporated Marshall Petaluma Rd Unincorporated McClay Rd Unincorporated Miller Creek Rd Unincorporated Muir Woods Rd Unincorporated N San Pedro Rd Unincorporated Nicasio Valley Rd Unincorporated Northern Ave Unincorporated Novato Blvd Unincorporated Oak Knoll Dr Unincorporated Oak Manor Dr Unincorporated Olema Bolinas Rd Unincorporated Olema Rd Unincorporated Olema Rd xx Unincorporated Olive Ave Unincorporated Panoramic Hwy Unincorporated Paradise Dr Unincorporated Platform Bridge Rd Unincorporated Point San Pedro Rd Unincorporated Porteous Ave Unincorporated Pt Reyes Petaluma Rd Unincorporated Redwood Blvd Unincorporated Redwood Hwy Frontage Rd Unincorporated S San Antonio Rd Unincorporated San Pablo Ave Unincorporated Seminary Dr Unincorporated Sequoia Valley Rd

Unincorporated


Sir Francis Drake Blvd Unincorporated Sir Francis Drake Blvd Unincorporated Tennessee Valley Rd Unincorporated Tiburon Blvd Unincorporated Tomales Petaluma Rd Unincorporated Whitaker Bluff Rd Unincorporated Wilson Ave Unincorporated Wilson Hill Rd Unincorporated Wolfe Grade Unincorporated Woodland Ave Unincorporated

Documents

STREET LIGHT MAINTENANCE AND REPAIR SERVICESmaringsa.org/documents/RFP 2-11-15.pdf · Request for Proposal . STREET LIGHT MAINTENANCE AND REPAIR SERVICES . 1 . Marin General Services